How to Write a Quotation That Wins the Deal (Format + Examples)
A good quotation has a clear subject, your business details and the client's, a dated quotation number, an itemised scope with quantities and prices, taxes shown separately, the total, payment terms and schedule, delivery timeline, validity period and numbered terms. Send it within 24 hours, offer optional add-ons rather than one fixed price, and make it easy to accept – for example with an approval link on WhatsApp.
Quotation vs estimate
An estimate is a rough figure. A quotation is a firm offer: if the client accepts within the validity period, you supply at that price. Because it is binding, it must be precise about what is included – and what is not.
The quotation format, top to bottom
- Your letterhead – logo, business name, address, GSTIN, phone and email.
- Quotation number and date, e.g.
QT/2026-27/018. - Client details – company, contact person, address.
- Subject line – one sentence on what you are quoting for.
- Itemised scope – description, details/specification, quantity, unit price, tax rate and amount. Group long quotes into sections (Supply, Installation, Services) with subtotals.
- Optional add-ons – extras the client can tick, shown outside the total.
- Taxes and grand total, with the amount in words.
- Payment schedule – e.g. 50% advance, 50% on delivery.
- Delivery or completion timeline.
- Validity – usually 7 to 30 days.
- Numbered terms – warranty, exclusions, what changes the price.
- Signature and stamp.
Seven habits that win more quotations
- Answer fast. The first well-presented quote often sets the benchmark the others are judged against.
- Write the scope in the client's words. Mirror the requirement they sent you.
- Offer options. A base package plus optional add-ons lets the client say yes to something instead of no to everything.
- Spell out exclusions. It prevents disputes later and looks professional.
- Show a payment schedule. Staged payments feel smaller and protect your cash flow.
- Make acceptance one tap. A link the client opens on their phone and accepts beats “please sign and scan”.
- Follow up on day 2 and day 5 with a short, polite message.
Quotation templates by industry
A solar EPC quote looks nothing like an IT proposal. Invoice24 ships with 12 industry starters – solar, IT & software, construction, interiors and more – that fill in typical scope lines, a payment schedule and numbered terms you can edit.
From quotation to invoice
Once the client accepts, convert the quotation into a proforma or tax invoice in one click – the items, taxes and client details carry over, so nothing is typed twice.
Frequently asked questions
Is a quotation legally binding?
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A quotation is an offer. Once the client accepts it within the validity period, it can form a contract on those terms. That is why scope, validity and exclusions matter.
Should GST be shown on a quotation?
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Yes. Show the taxable value and GST separately so the client knows the final cost and the input tax credit they can claim.
How long should a quotation be valid?
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7 to 30 days is common. Use a shorter validity when material prices move quickly, such as solar panels, metals or electronics.
What is the difference between a quotation and a proforma invoice?
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A quotation is an offer before the deal; a proforma invoice confirms the order and is often used to collect an advance. Neither is a tax invoice.
GST invoices, quotations with client approval and branded letterheads – private, offline-ready and free.